Vendor Suspension in Prism

Vendor Suspension is a powerful feature in Prism that allows you to manage vendor access and assignments on a property-specific basis. This guide will walk you through the process of suspending, managing, and reinstating vendors.

Vendor's Perspective

• Suspended vendors see a banner notification informing them of their status
• They cannot create or update work orders for suspended properties
• They can still work on non-suspended properties as usual

Effects of Vendor Suspension (without "Full Block Vendor Suspension") 

• Suspended vendors are visually marked with an icon
• They cannot create new work orders for suspended properties
• Existing work orders remain but cannot be updated by the suspended vendor
• You can still assign work to suspended vendors, but you'll receive a warning

Additional Effects of Vendor Suspension (with "Full Block Vendor Suspension") 

• Property Management Company Admin-managed functionality that can be enabled/disabled
• Automatic un-assignment of tasks for suspended vendors
  • New "Suspended Assignee" filter within the "Show Filters" above Task grids.
    • This allows filtering tasks that would have been assigned to suspended vendors.
    • Visual indicators (banners) on unassigned tasks due to vendor suspension
    • Detailed task history recording suspension status

How to Turn on Full Block Vendor Suspension 

1. Go to Admin on the left hand navigation.
2. Then click on the "My Account" tab
3. Within the My Account page, click on the "Settings" tab.
4. Then, go to the "My Companies" panel and expand it to see the toggle for Full Block Vendor Suspension.
5. Click on the toggle to activate.

How to find Vendor Companies

1. Navigate to the "My Companies" area in Prism on the left panel
   1. To use the Vendor Suspension feature, you must have the "Can Manage Vendor Companies" permission enabled for your account.
2. Use filters to show only "Type Vendor"

How to Suspend a Vendor 

1. Locate the vendor you wish to suspend and open their profile.
2. Click the action icon in the top right corner
3. Select "Suspend Company"
4. Provide a reason for suspension (this is required)
5. Choose properties for suspension (you can make property-specific suspensions)
6. Use "Include All" or "Exclude All" options if needed
7. Click "Confirm Suspension" to finalize the process

Viewing Suspended Vendors

• A new "Suspended" column displays the status (Yes/No) for each vendor
• You can filter vendors by their suspension status for easy management

How to Reinstate a Vendor

1. Go to "My Companies" and filter for suspended vendors
2. Select the vendor you want to reinstate
3. Click the action icon and choose "Reinstate Company"
4. Provide a reinstatement reason (this is optional)
5. Select properties to reinstate (these are pre-selected based on current suspensions)
6. Click "Reinstate" to complete the process

After Reinstatement

• The suspension icon and notifications disappear
• The vendor regains the ability to work on previously suspended properties

Permission Considerations

To use the Vendor Suspension feature, you must have the "Can Manage Vendor Companies" permission enabled for your account.

Additionally, users with the "Can Assign Work To Suspended Vendors" permission can manually assign work to suspended vendors, although they will receive a warning when doing so.

Notification Considerations

The system does not send automatic notifications to vendor suspensions. However, suspended vendors will see a banner notification when they log into Prism, informing them of their suspension status and affected properties.

Important Notes

• Vendor Suspension allows for property-specific restrictions, providing more granular control over vendor management
• Existing work orders are not affected by suspension, but suspended vendors cannot update them
• The suspension reason is required and should be clear and specific to aid in future decision-making
• Reinstatement can be done on a property-by-property basis, allowing for a phased approach to lifting suspensions

By utilizing the Vendor Suspension feature in Prism, you can effectively manage vendor relationships, address performance issues, and maintain control over property-specific work assignments. If you have any questions or need further assistance, please contact our support team.